How to View Document Details
When you are in a folder within the Publication Space you will notice that each row - which represents a document or folder will have an icon to indicate what type of document it here.
Here we have a PDF file.
Preview
To get a quick preview of the document hover over the icon
View Document Details
You can view further details about the document such as it's metadata, who has access to it, history and other forms/documents linked to it.
Click on the Document Name and a pop will display all this information
To view on the details of the document - Click Details
To view Access rights of the document - Click Access
To view the History of the document - Click History
With the history tab, you are able to toggle on or off different views
The toggles from left to right are
- Upload
- Download
- Supersede
- Changes
- Publish*
- Distributions
To view what other documents/forms are linked to the document - Click Linked
Document Details Toolbar Controls
The Document details also has a toolbar with different controls.
The controls from left to right are
- Zoom/Unzoom - Cick on the the + or - signs
- Size dropdown - to increase the size of the document
- Download - Downloads the document
- A|B - Let's you compare revisions
- Mark up - Let's you mark up the document if you have the appropriate rights (Usually done on a Workflow Review)
- Basket - adds the document to the document basket
- Add to version set - lets you add the document to an existing or new version set
- Distribute - lets you distribute the document to other collaborators on your project
- Lock - locks the document from being superseded by other uers
- Retire - retires the document from the Publication space and becomes hidden
How to Compare Revisions
- To compare revisions click on the Compare icon on the Document Details Toolbar
- The toolbar will then change to a selection of the different revisions for this document
- Select the revision you would like to compare the current revision against
- The changed between revisions will be highlighted in red
How to Download Documents
Download documents from the Publication Space
- Click on the document you want to download
- The document toolbar will be displayed
- Click on the Download button on the toolbar
To download more than 1 document
- Select 1 document
- Press Ctrl and click on the other documents you would like to download
- Click on the download button
To download a folder and a document together
- Select the folder or document you would like to download
- Pres Ctrl on your keyboard and hold it down while you select the other folders or documents you would like to download
- Click no download button on the toolbar
Download Documents from the Details page
- Click on the document name to go to the document details page
- Click on the download button on the toolbar
Download documents from the Basket
- Select one or more documents or folders
- Select the Add to basket button to add the documents to the basket
- Click on the basket icon to go to the basket
- Click on Download All